Before You Hire a Landscaper, Ask These 9 Questions

We’ve seen it happen too many times.

A homeowner decides to hire a landscaper and invests in a landscape project to build their dream outdoor space only to watch it fall apart within a year. 

Plants that were supposed to thrive are brown and struggling. That beautiful patio? Already settling unevenly because drainage wasn’t handled properly. And the company that promised to “take care of everything”? They’ve moved on to the next job and stopped returning calls.

It can be expensive, disheartening and can leave you wondering if your outdoor space will ever look the way you imagined.

Choosing the right landscaper shouldn’t feel like a gamble. But when you’re comparing proposals, scrolling through websites and trying to figure out who you can actually trust with a significant investment, it’s easy to feel overwhelmed.

That’s why we put together this guide. These nine questions will help you cut through the sales pitches and find a partner who truly understands your vision, respects your budget and has the expertise to deliver results you’ll love for years to come.

Ask these questions in every consultation as you hire a landscaper. Listen carefully to the answers and trust your gut when something doesn’t feel right.

The 9 Questions to Ask Before You Hire a Landscaper

1. What types of projects do you specialize in?

This might seem like a basic question, but it’s one of the most revealing.

Here’s the reality: Not all landscapers do everything well. Some excel at hardscaping, like building retaining walls, patios and outdoor kitchens that stand the test of time. Others have a gift for planting design, creating gardens that bloom beautifully season after season. And some focus primarily on maintenance, keeping existing landscapes healthy and vibrant.

There’s nothing wrong with any of these specialties. In fact, you want a company that knows its strengths and isn’t afraid to be honest about them.

What to listen for:

A good landscaper will tell you exactly what they do best, and they’ll do it with specificity. For example: “We specialize in large-scale residential estates with extensive hardscaping and water features,” or “Our strength is designing native plant gardens that are low-maintenance and pollinator-friendly.”

They might also tell you what they don’t do or what they partner with others to handle. That kind of honesty is a green flag, not a red one.

Red flag to watch for:

Be cautious if someone says “We do it all” without offering any real details about their experience or approach. It often means they’re generalists who may not have deep expertise in the specific type of project you’re planning. Or worse, they’re just trying to win the bid and will figure it out as they go.

When you’re investing significantly in your landscape, you deserve a team that has proven experience in projects like yours. Don’t be afraid to ask for examples that match the scope, style and complexity of what you have in mind (more on that below).

2. What is your exact process from design to installation, and who will be my point of contact throughout the project?

If a landscaper can’t clearly explain their process, that’s a problem.

A well-run landscape company should be able to walk you through every step, from the initial consultation through the final walkthrough after installation. You should know what to expect, when to expect it and who you’ll be talking to along the way.

Why this matters:

Large landscape projects involve multiple phases: initial consultation, site analysis, design concepts, revisions, material selection, permitting (if needed), installation and follow-up. Without a clear process, things fall through the cracks. Communication breaks down. Timelines stretch. And suddenly you’re three months behind schedule with no idea why.

You need to know exactly how the company operates. And, more importantly, who is responsible for keeping you informed?

Red flags to watch for:

• Vague answers like “We’ll figure it out as we go” or “Don’t worry, we’ve done this a million times.”
• No clear point of contact, or being passed between multiple people, with no one taking ownership.
• A process that sounds great on paper but has no accountability built in (no check-ins, no progress updates, no timeline).

3. Can you show me examples of similar projects in size and complexity to mine?

Anyone can show you a portfolio of beautiful landscapes. But the real question is: Have they done work that’s actually comparable to what you’re planning?

There’s a big difference between installing a small backyard patio and managing a multi-phase estate project with extensive hardscaping, irrigation systems, outdoor lighting and mature plantings. Both require skill, but they’re not the same level of complexity.

What to look for:

Ask to see at least three to five examples of completed projects that match:

• The scope of work: Are you installing a pool, outdoor kitchen and extensive plantings? Make sure they’ve done all of those elements before, ideally together.
• The style and aesthetic: If you love clean, modern lines, don’t hire a company whose portfolio is all cottage gardens and rustic stone walls (unless they can show you they’re versatile).
• The budget range: A company experienced with high-end projects will have systems, suppliers and craftsmanship standards that match. A company that typically works on smaller budgets may not.

4. Are you licensed, insured and properly credentialed for the scope of work you’ll be doing?

This is non-negotiable.

If something goes wrong and your landscaper isn’t properly licensed and insured, you could be on the hook for tens of thousands of dollars in damages, medical bills or legal fees.

Licensing and insurance aren’t just bureaucratic boxes to check. They’re proof that a company is legitimate, accountable and prepared to handle the complexity and risk of large-scale projects.

Here’s what proper credentials protect you from:

• Liability if someone gets injured on your property: If a crew member is hurt during installation and the company doesn’t have workers’ compensation insurance, you could be held responsible.
• Damage to your home or property: Heavy machinery, excavation and hardscape installation all carry risk. General liability insurance covers accidents like a broken gas line, cracked foundation or damaged landscaping.
• Subpar or illegal work: Licensed contractors are held to industry standards and local building codes. Unlicensed workers may cut corners or do work that fails inspection, costing you more to fix later.

What to ask for and verify: 

Don’t just take their word for it. Ask to see:

• General liability insurance: This should cover property damage and accidents during the project. A reputable company will have at least $1 to $2 million in coverage.
• Workers’ compensation insurance: Protects you if a worker is injured on your property.
• Applicable licenses or certifications: Depending on your state and the scope of work, landscapers may need specific licenses for hardscaping, irrigation, outdoor lighting or pesticide application. Ask what applies to your project.
• Bonding (if relevant): For very large projects, some companies carry surety bonds, which provide financial protection if they fail to complete the work.

A professional company will provide this documentation without hesitation. In fact, many will include proof of insurance right in their proposal.

Red flags to watch out for:

• “We’re working on getting that” or “We’re covered under someone else’s policy.” (That’s not how it works).
• Reluctance to provide documentation or certificates of insurance.
• Offering a significantly lower bid in exchange for paying cash under the table. (This usually means they’re uninsured and unlicensed).

5. What is included in your services, and what falls into optional or additional costs?

Here’s where a lot of homeowners get blindsided.

You receive a proposal that looks reasonable, you sign the contract and then halfway through the project, you start hearing phrases like “that’s an upcharge,” “we didn’t include that in the scope,” or “lighting is considered an add-on.”

Suddenly, you’re way over budget and left wondering what you actually agreed to in the first place.

Large landscape projects involve dozens of moving parts: design, excavation, grading, drainage, hardscaping, planting, irrigation, lighting, mulch, soil amendments, cleanup and more. Some companies bundle everything together. Others price à la carte.

Neither approach is inherently wrong, but you need to know exactly what you’re paying for upfront so you can make informed decisions and avoid surprise costs later.

A detailed proposal should break down what’s included in the base price and what’s considered optional or additional. Here are some common areas where costs can vary:

• Design fees: Are design consultations and revisions included, or do you pay separately for the design phase?
• Site preparation: Does the price include excavation, grading, soil removal and debris hauling?
• Materials vs. labor: Are high-end materials (like natural stone or premium pavers) included, or is there an upgrade cost?
• Irrigation and drainage systems: Are these part of the package, or do they require a separate bid?
• Outdoor lighting: Is it included or an add-on?
• Planting and plant guarantees: Are plants included in the base price? What about mulch, soil and amendments? Do plant warranties cost extra?
• Cleanup and final grading: Some companies include post-installation cleanup; others charge separately.
• Ongoing maintenance: Is there an option to contract maintenance services after installation, and what does that cost?

A trustworthy company will walk you through the proposal line by line and explain what’s included and what’s not, without you having to drag it out of them. They’ll also give you options, so you can decide what fits your budget and priorities.

6. Where do you source your materials and plants, and are they appropriate for my region and long-term maintenance goals?

You can design the most beautiful landscape in the world, but if the plants aren’t suited to Ohio’s clay soil, harsh winters and unpredictable springs, or if the hardscape materials aren’t rated for freeze-thaw cycles, your investment won’t last.

The right materials and plants are more than just beautiful: They’re durable and are worth the time and money you’ll spend maintaining your landscape for years to come.

A knowledgeable landscaper doesn’t just pick plants because they’re trendy or materials because they’re cheap. They choose based on your specific site conditions, climate zone, soil type, sun exposure and how much maintenance you’re realistically willing to do.

What to ask about materials:

For hardscaping elements like patios, retaining walls and walkways, you want to know:

• Where are these materials sourced? Local suppliers often carry region-appropriate stone and pavers that hold up better in our climate.
• Are they rated for freeze-thaw cycles? This is critical in Ohio. Materials that aren’t designed for our winters will crack, shift and deteriorate quickly.
• What’s the expected lifespan? Quality materials cost more upfront but save you money (and headaches) in the long run.
• Do you have relationships with suppliers that ensure consistent quality? Established companies often have preferred vendors they trust, which means better materials and fewer delays.

What to ask about plants:

For planting design, dig into these details when you hire a landscaper:

• Are these plants native or well-adapted to this region? Native and regionally appropriate plants are more likely to thrive with less water, fertilizer and pest control.
• What are the soil and sun requirements? A good landscaper will test your soil and assess sun exposure before recommending plants. If they’re not doing this, they’re guessing.
• How much maintenance will these plants require? Be honest about your lifestyle. If you don’t want to spend every weekend pruning, deadheading and fertilizing, say so. A great landscape designer will work within your maintenance comfort zone.
• Do you guarantee your plants, and for how long? Quality companies stand behind their plant selections. Ask what’s covered if something doesn’t survive the first season.
• Where do you source your plants? Local nurseries that grow plants in similar conditions often provide healthier stock than big-box stores or out-of-state suppliers.

7. What is the estimated timeline for design, permitting and build? And how do you handle delays or changes?

Let’s be realistic: No landscape project goes exactly according to plan.

Weather happens. Materials get delayed. You decide halfway through that you actually want that patio extended by another 8 feet. A utility line turns up where no one expected it.

These aren’t necessarily problems, but how your landscaper handles those situations will make or break your experience.

A clear timeline gives you something to plan around. Maybe you’re hoping to host a summer gathering in your new outdoor space, or you need the project wrapped up before the ground freezes. Without a realistic timeline upfront, you’re left guessing and likely frustrated.

But just as important as the timeline itself is understanding how the company communicates when things change. Because they will change. The question is whether you’ll be kept in the loop or left in the dark.

What to ask about the timeline:

A professional landscaper should be able to give you a realistic estimate that breaks the project into phases:

• Design phase: How long will it take to create the initial design, incorporate your feedback and finalize the plan?
• Permitting (if applicable): Does your project require permits for grading, drainage, retaining walls or outdoor structures? How long does that typically take in your municipality?
• Build phase: When will the crew start, and what’s the estimated completion date?
• Seasonal considerations: Are there certain tasks that need to happen at specific times of year (like planting or seeding)? How does that affect the overall schedule?

A good company will walk you through the phases so you understand what happens when and why.

What to ask about delays and changes:

• What typically causes delays, and how do you handle them? Weather, material shortages and permitting delays are common. Do they have contingency plans? Will they communicate proactively if something’s off track?
• What happens if I want to make a change mid-project? Life happens. Maybe you decide you want different pavers or an additional planting bed. How do they handle change orders? What’s the process for adjusting cost and timeline?
• How will you keep me updated on progress? Will they check in weekly? Send progress photos? Let you know if they’re running behind or ahead of schedule?

8. What does your post-project maintenance plan look like?

When you set out to hire a landscaper, remember that the work doesn’t end when the installation is finished.

Your landscape is a living, evolving investment. New plantings need to establish strong root systems. Mulch needs replenishing. Irrigation systems need seasonal adjustments. Hardscaping may need occasional cleaning or sealing to maintain its appearance.

And if you don’t have a plan, or a partner, to handle that ongoing care, even the most beautifully designed landscape can start to decline within the first year.

Think of your landscape like a high-performance vehicle. You wouldn’t invest in a luxury car and then never change the oil, rotate the tires or take it in for service. The same principle applies here.

Proper maintenance protects your investment and ensures that what looks stunning today still looks stunning five, 10 or 20 years from now.

But not all landscape companies think long-term. Some install the project, hand you a plant care sheet and disappear. Others offer maintenance services but never clearly explain what’s included or how often you’ll need them.

You need to know what kind of support you’ll have after the final walkthrough.

9. Who will actually perform the work: your own crews or subcontractors? What training or certifications do they have?

Many people don’t realize that the person you’re talking to during the sales process might be polished, professional and incredibly knowledgeable. But if they’re not the ones doing the work, that doesn’t tell you much about the quality you’ll actually receive.

You need to know who’s going to be on your property, what their experience level is and whether they have the skills to execute the vision you’re paying for.

Large landscape projects require skilled labor. Installing a level patio, building structurally sound retaining walls, managing proper drainage, selecting and planting healthy specimens, these aren’t tasks you can hand off to whoever’s available that week.

The expertise and consistency of the crew directly impacts the quality and longevity of your landscape.

If a company uses subcontractors, that’s not automatically a red flag, but you need to understand how those relationships work. Are they vetted, experienced professionals the company has worked with for years? Or are they hired on the fly to meet demand?

And if it’s the company’s own crews, you still want to know: How experienced are they? Do they receive ongoing training? What’s the turnover rate?

What to ask:

• Who will be doing the actual installation: your employees or subcontractors?
• If you use subcontractors, how do you vet them? Do they check credentials, insurance and references? Have they worked together on multiple projects?
• What kind of training or certifications do your crews have? Do they have training in hardscape installation, irrigation systems, horticulture or equipment operation? Certifications aren’t everything, but they show a commitment to expertise.
• Will the same crew be on-site throughout the project, or will it change? You don’t want a revolving door of workers who aren’t familiar with the plan or the progress so far.
• Who supervises the work on-site? Is there a foreman or project manager checking quality and ensuring things are done correctly, or is the crew working unsupervised?

The Right Questions Lead to the Right Partnership

Choosing a landscaper is about finding a partner you can trust: Someone with the expertise, transparency and long-term commitment to protect your investment and bring your vision to life.

The companies worth hiring won’t be rattled by these questions. In fact, they’ll welcome them. They know that informed clients make better partners, and they’re proud to explain how they work, who’s on their team and why their process leads to lasting results.

Ready to Hire a Landscaper?

At The Site Group, we’ve spent over 25 years building landscapes that stand the test of time. If you’re planning a landscape project and want to work with a team that welcomes your questions and values transparency, we’d love to talk.

Schedule a consultation with The Site Group and let’s explore what’s possible for your property.